You can change mail records individually or as part of a selected group. Two actions on the Mail Search Results page let you change mail records. Using the Change Data action, you can change all standard and custom fields data. Standard fields include incoming method, date in, priority, comments, issue codes, the person to whom the letter is assigned, salutation, the letter name, envelope, the letter date, the outgoing method and e-mail subject and address fields. If you select a letter with fill-ins, the Change Data dialog box provides fields for entry of fill-in data. Your entry in this field(s) is used for all selected records. In addition, the Change Data action allows you to update data in completed Mail records by selecting the Closed Mail checkbox. This option, however, does not apply to Mail records that are Archived or are restricted by Record Security (Read or None access). In addition, your IQ user-ID must have the security to reopen closed mail, re-approve mail and close mail.
Using the Change Status action, you can change Pending mail to another non-completed status (On Hold, Request Approval, Deny Approval, Approved) or to Completed. Completed mail can be reopened and the status changed to a non-completed status. If you change the status to Request Approval, the Form Letter Approver field appears for selection of the approver.
To change mail data or status:
Search for the mail you want to change by performing a quick or advanced search, or by clicking a My Work mail link. Mail records appear on the Search Results page.
Select the check box next to the records you want to change or click the Select All link to select all records.
Select the Change Status action and select a different status for the selected records;
OR
Select the Change Data action and complete fields in the dialog box that appears. Note: If you want to update data in completed Mail records, select the Closed Mail check box BEFORE completing any fields.
If you want to add Incoming Comments and retain any existing Comments in all selected records, enter the new comments in the Comments field and select the Append to existing check box. Note: The Append to existing check box is selected by default.
If you want to add Incoming Comments and remove existing Comments from all selected records, enter the new comments in the Comments field and remove the check from the Append to existing check box.
If you want to add Incoming Comments to only the selected records which currently do not contain any comments, enter the comments in the Comments field and select the Update only if empty check box.
If you want to remove existing Comments from all selected records, select the Remove Existing check box. IQ hides the Comments field.
If you want to add an Affiliation Code to the People records associated with the selected Mail records, enter or select the Affiliation code(s) in the Affiliations field. (Note: When using this action to update a Targeted Mailing (T-Mail), all of the editable people records in that T-Mail will have the selected Affiliation Code(s) added. This process will not add Affiliation Codes to People records the user is restricted from updating, and People records connected to any selected Mail records the user is restricted from updating.)
If you want to add another Issue code and remove all other Issue codes from all selected records, enter or select the Issue code(s) in the Issues field and select the Remove All Other Issues check box.
If you want to remove all existing Issue codes from all selected records, select the Remove All Issues check box. IQ hides the Issues field.
If you want to change the Salutation for all selected records, click in the Salutation field and select Formal (Mr. Anderson), Informal (John), Family (Anderson Family) or Friend (Dear Friend).
If you want to remove the letter from all selected records, select the Remove Letter check box. IQ hides the Letter Name field.
If you want to remove the date from all selected records, select the Clear Date on Letter check box. When the letters are printed, letters without a date will use the date on which they're printed.
If you want to remove the selected records from a batch or change the batch that they're in, select one of the following Batch Change options:
No Change - Select this option if you do not want to make any batch changes for the selected mail records.
Select from all active unlocked batches - Select this option to display a list of existing batches that are active and unlocked. You can filter the list of batches by batch name or owner. Click a batch name to add the selected mail records to that batch.
Select from only recently used batches - Select this option to display a list of recently used batches during your current IQ login session. This option only appears after you have created a new batch or selected an existing one.
Add a new batch - Select this option to create a new batch by typing the name in the Batch Name field.
Remove mail from its current batch - Select this option to remove the select mail records from an existing batch.
Click the Submit (for Change Status) or the Save button (for Change Data) to make the changes to all selected mail records.
Click OK to clear the selected mail records or Cancel to leave them checked.
Note: Your ability to change data and status for some records may be limited if you're restricted from changing other users' mail or changing approved mail.